ePosterpalooza! 2015 Frequently Asked Questions

ePosterpalooza! 2015
Frequently Asked Questions
1. What are the deadlines?
Presenter
Registration
3/20
Abstract
Submission
4/13
Poster
Submission
4/20
ePosterpalooza!
5/6
2. What is ePosterpalooza!?
Posterpalooza is an annual scientific poster presentation for students of all four UCSF schools. This
year it will be held on May 6, 2015. The poster presentations are entirely digital.
3. How is the event set up? Will I have to stand at my poster the whole time?
You are not expected to stand at your poster for the entire event. Here is how it will work:
ePosterpalooza! will be divided into two poster sessions, each lasting 60 minutes. There will be 10
“pods” in each session and 6 posters in each “pod”. Each pod will be equipped with a 55” LCD screen
and laptop. The digital posters will be displayed on the screen while the presenter gives his or her talk.
Each presenter will be given 5 minutes to present their scientific poster and 5 minutes for questions
and answers. Faculty will be assigned to each pod and will moderate the Q&A. There will be a “Meet
and Greet” period after the two poster sessions have concluded where attendees will have the
opportunity to browse the pods and engage presenters. Presenters are expected to stay for the
duration of the event.
4. When and where will the event be held?
ePosterpalooza! will be held in the gym in Millberry Union at UCSF on May 6, 2015 from 12:00-4:30pm.
5. When do I have to register if I want to present a poster?
Students from all four schools and five disciplines of UCSF are welcome to participate and present their
work. Presenter registration is required by March 20, 2015. In order to present, you must submit
your proposed poster title, collaborators/mentors, and research area. Changes to your poster, title,
ePosterpalooza!
FAQ - DRAFT
February 10, 2015
and content are simple to make online up to the final abstract and poster deadlines. Early presenter
registration helps the planners of ePosterpalooza! organize event details and logistics. For updates,
please check the website: http://ctsi.ucsf.edu/festival/eposterpalooza
6. What if I didn’t register by the deadline? Can I still be a part of the event and present my poster?
No. We expect all presenters to register for the event by midnight on March 20, 2015 P.T.
7. Why am I being asked to write an abstract for ePosterpalooza?
Abstracts are required summaries of presentations, posters, publications and research studies. The
focus of all abstracts is not the same, but the goal of literally abstracting the structured highlights of
the overall presentation, poster, publication or research study is fairly universal. We believe that
creating an abstract is an important part of the process of disseminating your work. The abstract will
be displayed alongside your e-poster on the ePosterpalooza! website.
8. After I register, when will I find out if my poster is accepted for ePosterpalooza!?
There is not a competitive process for inclusion in the event. Anyone with a scientific poster to present
who registers by the deadline will be allowed (and encouraged) to present their work at
ePosterpalooza!
9. Is there an approval process for poster presentations?
Yes, all Pathways to Discovery learners must meet guidelines established by their Pathway Director
before submitting their abstracts and posters.
Non-Pathways to Discovery students are not required to meet specific requirements but should consult
their project mentors during the submission process.
10. Can I submit more than one poster?
Yes! However, you will need to present both posters during the event. Be sure to follow-up with the
event coordinators, Kim Woodhouse (kim.woodhouse@ucsf.edu) or Christina Middleton
(christina.middleton@ucsf.edu) to ensure your poster presentation times don’t overlap.
11. Will I be able to update my poster once I have submitted it the first time?
Yes! This is just one great bonus of using an electronic submission system. When a presenter submits
their poster they will be assigned a unique ID and restricted access to their submission. Abstract text,
poster title, author information and PDFs of posters can be updated until the final deadlines. Abstracts
will be due on April 13th and final posters will be due by April 20th.
ePosterpalooza!
FAQ - DRAFT
February 10, 2015
12. Can I use Prezi or similar software to create a more interactive presentation?
Not this year. Participants will need to create static PDF versions of their scientific posters. All
submissions must follow the specifications provided. Poster format guidelines will be distributed via
email to the registered presenters.
13. What are the size specifications?
All format, schedules, and submission details will be distributed via email to registered presenters in
March.
14. How will I submit my poster?
The submissions process will be done on-line using a third party vendor called
SciGen/eposterslive.com. All registered participants will receive an individualized email with detailed
instructions in March. Abstracts will be due on April 13th and final posters will be due by April 20th.
15. My mentor may have warned me to be careful of posting our results on the internet, as it might
negatively impact our ability to publish in a high impact journal. Do I need to worry about this?
The archive for ePosterpalooza! will be available online but will not be made available through open
access data portals. Most publishers do not restrict sharing work during scholarly events, however,
every presenter will have the option to embargo their submission from view online. The
ePosterpalooza! website will be closed to the public and password protected.
16. What safeguards are in place to protect the intellectual property of the participants?
To embargo your poster from view online, the presenter must simply click a check-box during the
submission process – that’s it! Demonstration videos are available online. If a presenter erroneously
opts in and is presented online, simply notify the event coordinators Kim Woodhouse
(kim.woodhouse@ucsf.edu) or Matt Trojnar (matt.trojnar@ucsf.edu) and it will be removed
immediately.
17. I am working as part of a group. We are presenting one poster. Will we all get credit for our work?
Excellent question! Just a quick note: If you are presenting one poster representing a group, please
choose one person to be the lead presenter (Corresponding Author) and list the others as coauthors. DO NOT register the same poster more than once. Yes, you will all receive credit for your
work. Be sure to follow-up with the event coordinators, Kim Woodhouse (kim.woodhouse@ucsf.edu)
or Christina Middleton (christina.middleton@ucsf.edu) and let them know you are working as a team.
If within your group each person worked on a different aspect of the same project, it would be
welcome to have each student present during the 5 minute allotted time. This is a decision to be made
among your group.
ePosterpalooza!
FAQ - DRAFT
February 10, 2015